UPDATE: RHY Upload Re-Opened

UPDATE April 29, 2016

Dear Runaway and Homeless Youth (RHY) Grantees:

Thank you for your patience as we made critical changes to the RHYPoint portal.

As of 9:30 a.m. EDT on April 29, 2016, we have reopened the RHYPoint portal. RHYPoint will continue to remain open to accept data uploads until May 6, 2016 at 8:00 p.m. EDT.

As a reminder, all active, current RHY grantees are required to upload their data in zipped CSV files that have been hashed for RHY. The period of submission for RHY data should be from October 1, 2014 through March 31, 2016.

If you have already submitted your data to RHYPoint AND have received a Data Quality/Completeness Report, then you do not have to submit again. Your data have been received and no further action is needed by you.

Please contact www.RHYMISServiceDesk.net if you require assistance with your upload.

Below is a summary of the changes we made:

  1. All submissions that contain client-level data that have been appropriately hashed will be accepted. You will need to resubmit your data if it was sent with the incorrect CSV file and was not hashed, as it contains personally identifiable information (first, middle, or last name or Social Security fields).
  2. All submissions must contain hashed client level records and enrollments. If your files do not contain these, they will not be accepted.
  3. You will no longer receive a long, detailed data quality report the day after submission. You will instead receive a simplified Data Completeness/Quality report if the file you submit meets all CSV 4.1 specifications. We will also send you a confirmation e-mail stating that we have received your data.

Thank you again for all your efforts,

The Family and Youth Services Bureau (FYSB)

___________________________________________

FROM: HUD- SNAPS AND HHS-FYSB

April 25, 2016

Dear Runaway and Homeless Youth (RHY) Grantees:

Thank you to those of you who have uploaded your RHY data into RHYPoint, those of you who are  attempting to do so, or those who have been preparing to do so. We know for many grantees who have
tried to upload data this has been a challenge and many grantees have yet to attempt to upload  data. We apologize for the inconvenience this may have caused you.

In response to the challenges that many grantees are encountering, we are will be working to simplify the submission process in order to substantially increase the number of successful submissions. We are positive this will work to your benefit by reducing the number of attempts to upload your files. However, in order to accomplish this, we will need to temporarily suspend all activities to RHYPoint.

• The RHYPoint Upload submission period will be temporarily suspended starting this afternoon, Monday, April 25, at 5:00 p.m. EDT for 3-5 days to make these changes. We will send a follow-up
message as soon as RHYPoint opens again, but no later than Friday, April 29.

• Once RHYPoint is reopened, the RHYMIS/HMIS data submission period will be extended to Friday, May 6, 2016 8:00 p.m. EDT.

1. We are changing RHYPoint so all submissions that contain client level data (which has been appropriately hashed) will be accepted. You will need to resubmit your data if it contains names or
Social Security numbers or if your files do not contain any client records. If there are errors or omissions in your export, they will not stop our acceptance of your data.

2. You will no longer receive a long-detailed data quality report the day after submission. You will only receive a simplified Data Completeness/Quality report (see attached example of revised reports – a report that has been accepted and a report that has the wrong project type) if the file you submit meets all CSV 4.1 specifications. However, you will not be adversely affected if you do not receive a Data Quality report. We will e-mail you a confirmation e-mail stating that we have received your data regardless of whether you receive a Data Completeness/Quality report.

3. If you have already submitted your data to RHYPoint AND have received a Data Quality/Completeness Report, then you do not have to submit again. Your data have been received and no further action is needed by you.

4. If you have not submitted yet, please remember all RHY funded projects are required to submit data to RHYPoint. Please contact www.RHYMISServiceDesk.net if you have questions.

As always if you have additional questions or need support regarding RHYMIS/HMIS, please submit a TA question/issue to the RHYMIS Online Service Desk: www.RHYMISServiceDesk.net.

Thank you for your all your efforts,

The Family and Youth Services Bureau (FYSB)

HMIS Patch Updates February 2016

In the month of February, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of the updates that apply to you. If you have any questions about these updates, or if you find any issues with these updates, please email HMIS-helpdesk@211oc.org.

  • The ClientMasterRecordReport_OC has been updated to change the Social Security field to Last 4 SSN.
  • The Age, Date of Birth, Org Name, Project Type Code, and Funder:Prog. Comp. fields have been added to the ProgramSpecificDataElements_Entry_Results and ProgramSpecificDataElements_Exit_Results reports.
  • Two new CFCOC reports have been published. The CFCOC Services Provided Report and CFCOC Services Provided Details Report display numbers of unduplicated clients and family units, bed nights and services provided by contract.
  • On the Additional Assessments page the Location drop down now defaults to no location if no location has been selected.
  • The OC_Bed_Utilization report has been updated to fix the duplication issue with the “Occupying Households” column.

HMIS Patch Updates for January 2016

In the month of January, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of the updates that apply to you. If you have any questions about these updates, or if you find any issues with these updates, please email HMIS-helpdesk@211oc.org.

  • A new management report called Client Master Record Report_CFCOC has been published. This report can be used to view non-bed night services received by CFCOC funded clients. You will find it in your Management Report Inventory page.
  • The Program Specific Data Elements_Entry_Summary and The Program Specific Data Elements_Entry_Results reports have been updated to include Data Elements 4.11 Currently Fleeing, 4.35A, 4.35B, 4.44, and 4.45.
  • The Program Specific Data Elements_Entry_Results report has been updated to add the “Veteran” field.
  • The Agency Services pages have been updated so that when they are opened from the Central Intake page, the selected program entry record will open for the selected client.
  • The Enroll Client in Program v5.5 page has been updated so that the Services tab will display all services for the client whether they are linked to a Milestone or not.
  • You can now search by client identifier on the Client Intake v5 page.

Agency Services Library is Down

12/11/15 10:01 am: This issue has been resolved.  Thank you for your patience.

12/11/15 9:34 am: The Agency Services Library, including the Program Entry, Program Exit, Manage Snapshot, and Agency Client Listing pages, is currently not functioning.  Users are receiving an error message when they try to navigate to any page in this library.  The vendor is working on resolving this issue.  We will provide an update when the issue has been resolved.  We apologize for the inconvenience.

HMIS Patch Updates for November

In the month of November, our HMIS vendor made some changes to HMIS to improve system functionality. Please see below for a list of the updates that apply to you. If you have any questions about these updates, or if you find any issues with these updates, please email HMIS-helpdesk@211oc.org.

  • The HMIS Program Entry page has been updated so that when “Client entering from the streets, ES, or SH?” is answered No, then the “Approximate date started ” field will be hidden, the two remaining fields will be displayed and required. When “Client entering from the streets, ES, or SH?” is answered Yes, then the remaining three fields will all be displayed and be required.
  • For programs that require data element 4.45 VAMC Station Number the question will now accept any alphanumeric character.
  • The Sessions page has been updated so that clients who have been Marked For Deletion will not be displayed on the page.

HMIS Functionality Limited — Fixed

Update 12/1/2015 3:00 p.m.: HMIS functionality is fixed.

12/1/2015 9:45 a.m.: HMIS functionality is currently limited, affecting the enrollments of clients into programs, providing services, creating new clients, etc.  When attempting these actions, the system displays “Loading”, but never stops loading.  The vendor is working to resolve this issue ASAP, and we will send out a notification when the issue has been resolved.

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